Transcript Document

WellsOne Commercial Card
Boise State University
P-card Review
Cardholder and Department Responsibility
1
Overview of P-card

Boise State University has approximately 700 cardholders, with purchases by the
campus community averaging $1 million monthly.

The p-card program provides the campus with a procurement tool that allows us to
purchase the items needed for day to day operations quickly and conveniently.

The convenience p-card offers means there is an added responsibility for
departments and cardholders to maintain the integrity of the p-card program by
understanding and adhering to Boise State policy and procedure.

Cardholders who don’t comply with policy or procedure may have their p-card privileges
temporarily or permanently revoked.
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Know The Procurement Process…
General Guidelines for purchasing goods and services approved by your department:
Orders or commitments by faculty or staff are not binding on the University unless supported by a valid purchase order (PO), an
approved contract**, or the authorized use of an institutional procurement card (P-card).
Purchases under $1,999 Use P-card for purchases authorized per p-card policy
Purchases over $1,999
Purchasing Requisition or Approved Contract
•
Purchasing Requisition
 Complete a Purchasing Requisition form.
 Submit form to University Purchasing with specifications from vendor.
Note: Purchases over $10,000 require bids from 3 Idaho vendors.
•
Approved Contract
 An approved contract is one that has been signed by an individual with an appropriate level of signing
authority as established by the VPFA's office and has been reviewed by General Counsel's office or
written using the University approved Contract for Services form.
Employee reimbursement should be the last option for business purchases. The use of personal funds for business-related nontravel purchases is strongly discouraged. However, employees may be reimbursed for a maximum of $300 when it is necessary to
purchase business-related goods and services with personal funds. Reimbursement is subject to department approval, availability
of funds and must be in compliance with university policies.
We’ll be focusing on p-card as payment method in this presentation.
3
P-card Basics
Employees involved in using p-card, reviewing, approving or authorizing p-card
expense must have an understanding of basic purchasing policies.



Funds administered by Boise State University, regardless of source
(Local, Grant, Appropriated) are subject to Boise State University
policy.
Be sure your purchase complies with policy before committing
funds.
Be aware of appearances. P-card purchases are of special interest to
auditors, legislators, and the press.
Our intent is to protect the university, your department and you.
4
Use the Boise State University P-Card Information website to find
links to policies, forms, and other references.
http://www.boisestate.edu/finad/p-card/
5
Authorized P-card Purchases
P-card is intended for small dollar purchases of products and supplies needed during the course of
business. Purchases against State Contracts up to the single transaction limit on your account may
be made from vendors willing to accept MasterCard. Some common purchases include:

Office and class supplies

Advertising expense (newspaper ads, other media)

Books, subscriptions, work-related membership/organizational fee

Meal and refreshment expense in compliance with university policy

Employee business travel and field trip expense listed below is allowed with approved
Travel Authorization:
 Student event fees and meals related to field trip
 Pre-paid hotel or hotel/airfare packages (Room and tax only)
 Conference registration
 Airfare
 Rental car and related purchases (gas, parking for rental car)
 Employee use of rental car only

Non-employee expense for the following is allowed:
 Job candidate airfare and lodging
 Consider purchasing airfare that is refundable in case of cancellation.
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State Contracts and University Price Agreements
Cardholders are required to use state contracts and university price agreement for purchases.
Frequently used contracts include:
Vendor
OfficeMax Solutions.com
Commodity:
Office Supplies (includes paper, toner,
keyboard/mouse)
Fisher Scientific
VWR International
Laboratory Equipment/Supplies (2 online vendors)
Intermountain Design (Kimball Furniture)
Office Furniture (3 local vendors)
Office Pavilion (Herman Miller)
Office Environment Co (Steelcase Furniture)
University Price Agreements include:
University Dining Services
Foodservice/Catering
Treasure Valley Coffee
Bottled water/coffee
View the Vendor Contracts link on the University P-card Information site for complete list and contact information.
Price cannot be a factor in choosing an off-contract vendor. If you do find a considerable price difference
between contract vs. non-contract cost, please notify Purchasing with specific detail.
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Unauthorized P-card Purchases
Any purchase not approved by your department , above account limits, or not allowed per
Boise State policy is considered unauthorized. Here are some examples of unauthorized
purchases:

Alcoholic beverages

Cash advances, salaries and wages

Computers, laptops, notebooks and other personal computing devices
 Purchase through OIT (Office of Informational Technology )

Cellular phones, communication devices including PDA’s
 Accessories and service related to above

Fuel for personal vehicles
 Check with Travel Services for mileage reimbursement (vicinity travel)

Payment to or on behalf of Independent Contractor
 This includes lodging and airfare payment for IC

Personal expense *including accidental, or partial
 Keep p-card separate from personal credit cards
 Do not store account number online
BLOCKED MERCHANT CATEGORY CODES
If a purchase is declined or won’t process it could be due to a Blocked Merchant Category Code (MCC). Certain categories
are blocked to prevent purchases that may violate policy or to prevent fraud. At times, it may be necessary to complete a
purchase from a blocked merchant. Use the P-card Account Maintenance form to request an unblock for purchases
necessary for business.
(find it on the University P-card Information site as link Blocked Merchant Categories)
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Meals and Entertainment Purchases
Boise State University has three meals and refreshments policies governing
expense:
 Meals and Refreshments Local Fund Policy #6260
 Meals and Refreshments Appropriated and Grant funds #6240
 Meals and Refreshments Public Relations funds #6250
 Casual meetings do not qualify for meals or refreshments-
There is a department retreat policy governing retreats:
 Department Retreat Policy #6280
 Recreational or entertainment activity alone does not qualify as an employee retreat-
Note:
Meals & Refreshments (Events) Form must be completed for most events including
meals, refreshments or entertainment and filed with departmental p-card
records in case of audit. The form provides manager signature authorization and a
detailed explanation regarding the business purpose for auditor review.
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What Has Changed?
 Gift purchases allowed on p-card.
 The Gift/Award/Incentive form has been updated and will no longer be required for gifts
with a value of less than $75 for employees or $250 for non-employees.
 All gift transactions regardless of dollar value will be included on a monthly gift report.
 Monthly report will be prepared by University Financial Services and will include all
transactions regardless of payment method.

Monthly report will be provided to Business Managers for various colleges on campus.
 Each business manager will review the list for completeness and accuracy and return the
report to Purchasing.
 University Financial Services (UFS) will forward a cumulative list of gifts to Dean and/or VP
on a quarterly basis for informational purposes only.
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P-card and Employee Travel
BSU Travel Authorization is required for employee business travel and field trips outside
Boise vicinity (50 mile radius) and/or any business trip involving an overnight stay.
PLAN AHEAD…
Complete the required Travel Authorization before committing funds.
Your P-card reconciliation packet should include:
 COPY of Travel Authorization form which includes T/A number
 ORIGINAL receipts
Forward the following to Travel Services along with your Travel Expense Report:
 Copies of p-card receipts for travel clearly marked as “Prepaid P-card”
If all expense related to business travel is paid with p-card and no reimbursements are necessary,
forward copies of p-card receipts with a copy of your Travel Authorization form to Travel Services.
Department Responsibility
P-card expense requires 3 levels of review as a check and balance to ensure purchases serve a legitimate
business need and have been authorized by the department.
Level 1: Cardholder Review
 The cardholder reviews, allocates, and approves expense online during the Cardholder Review
period.
 As an additional audit verification, all cardholders must review and sign their printed p-card
statement each month.
Level 2: Approver Review
 The Approver (usually an administrative staff member) is responsible for reviewing and/or
designating Dept Id/GL code for posting utilizing CCER.
 The Approver is responsible for reporting any non-compliance issues discovered during approval
process.
Level 3: Manager Authorization
 The Manager (Department Head, Director, Dean, or Business Manager) is responsible for reviewing
hardcopy statements and authorizing expense as legitimate via signature including that of the
assigned department coordinator. Any unresolved non-compliance issues must be reported to
University P-card Administrator.
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Cardholder Responsibility
Manage your account

Review policy.

Check Contract Vendors before ‘shopping’ for items.

Request Sales Tax Exemption at point of sale.

Obtain a detailed receipt for each purchase (original receipt is required).

Provide a business purpose for each purchase that would be understandable to others outside of your
own area.

If your event is eligible for meals or refreshments or includes approved entertainment, complete a
Meals And Refreshments (Events) form.

Report any unauthorized charges immediately to your department approver or university p-card
administrator.
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Cardholder Responsibility, Continued
Reconcile p-card expense on time

Complete “Cardholder Review” function online by the required due date.

View the CCER Due Date Calendar available on the university P-card Information site for
upcoming due dates for the next year.

Print and sign cardholder statement.

Attach original receipts and any required forms.

Submit paperwork to the Department Approver for review as soon as the Cardholder
Review function is completed or by due date.

If you are unable to complete review by the cardholder due date, notify your Department
Approver, or University P-card Administrator.
P-card accounts may be deactivated if a cardholder fails to complete the review process
by the required due date
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Cardholder Responsibility, Continued
Maintain control of your card

Do not loan your card, or your account number to ANYONE.

If you feel pressured to ‘loan’ your card to others, report the issue to the University P-card
Administrator or to Internal Audit immediately.

If you are directed to make a purchase you believe to be questionable, check with Purchasing
Compliance before completing the purchase.

If you feel pressured to make a purchase which falls outside policy, report the issue to the
University P-card Administrator or to Internal Audit immediately.
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Non-compliance with P-card Policy
Approvers are required to notify cardholders if a purchase is not within policy guidelines.
 Cardholders will be notified of non-compliance issues in writing.
 Any unresolved non-compliance issues may result in account suspension or other action.
The most common non-compliance issues can usually be resolved by the cardholder If you are charged incorrectly, charged sales tax, or you need a duplicate receipt contact
the merchant directly for resolution.
 Document the time, date, and name of the representative for the merchant you speak
to, and ask for date of expected resolution.
 Include a written explanation with your p-card packet detailing action you’ve taken to
correct an issue.
 Complete your reconciliation and submit your p-card packet by the required due date.
 If you are unable to do so, notify your department p-card coordinator immediately.
If you have unauthorized purchases, do not have a receipt, or pay unnecessary sales tax you
may be asked to reimburse the university. Know the rules, and avoid non-compliance.
Missing or Incomplete Receipt
Missing receipts are considered a violation of p-card policy as we are required to
fully account for each purchase made with p-card.
 Frequent cases of missing receipts can be grounds for account suspension, or
permanent deactivation.
 Cardholders may be asked to reimburse the university for purchases without
receipt or supporting documentation.
It is the cardholder’s responsibility to contact the merchant and ask for a duplicate receipt, or
a detailed receipt. If the vendor can’t or won’t supply this information, cardholder
should do the following:

Document fully what was purchased including supporting back-up (packing slip,
packaging, description from vendor website, etc)

Provide a written explanation including signature authorizing the expense as
legitimate.
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What qualifies as a receipt?
P-card receipt should provide
 Merchant name, and contact information, invoice or receipt number,
date of sale Brief description of items purchased, quantity and amount paid per
item with total amount paid Last 4 digits of the credit card numberWhat is considered an original receipt?
 The original receipt is produced directly by the merchant. Because
many of our orders are placed online, receipts are often emailed or
faxed to cardholders.
Who maintains the original receipts?
 The department is required to maintain original receipts in a
centralized location for 5 years.
 Cardholders may keep copies of receipts for their records, but not the
originals.
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Receipts, continued…

If you pay an invoice with p-card, you should have a confirmation of payment received from
the vendor which you can attach to your invoice.

If you purchase airfare online, you should have a confirmation from the airlines which
includes itinerary, traveler name, cost, & last 4 digits of your account number.

If you purchase from a restaurant, obtain an itemized receipt detailing what was purchased
and a cardholder signature slip stating total paid on account.
 Cardholder signature slip does not provide required detail and is not a complete receipt.
Be sure the restaurant provides you with an itemized receipt.
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Wells Fargo Commercial Card
Reconciling your account
P-card accounts are reconciled monthly using an online application provided by
Wells Fargo: Commercial Card Expense Reporting (CCER)
 CCER allows users 24/7 access to cardholder statements via the Internet.
 CCER provides the university with the ability to automate our p-card allocation process
which speeds posting of financial data.
 CCER stores transaction data for 13 months allowing cardholders and departments
access to past purchase detail including reporting functions useful for budgeting
purposes.
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Wells Fargo Commercial Card
Reconciler Role- A reconciler has the same ability to review and
edit expense as the cardholder.
Some department’s designate a “Reconciler” to assist an individual cardholder or
group of cardholders with the allocation process in CCER.
 This is an optional role used by a few areas due mainly to
extremely high volume of transactions.
 All cardholders are required to sign and date their printed
CCER statement after review is complete.
Cardholders are required to review their statements each month, preferably
online. Why? Because it provides a clear audit record for the university that pcard expense is being properly managed at the department level.
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Wells Fargo Commercial Card
Tips to simplify account management
 Use a Cardholder Transaction Log daily to keep track of purchases.
 Available as an online form (see the Boise State P-card Info site)
 Attach receipts to the log immediately.
 Log-in to CCER and allocate expense weekly.
 Account limits don’t reset until approx the 5th day of the new month. Check your
remaining credit balance under the Personal Profile tab to be sure you have enough
available funds.
 Check ‘View Declines’ Tab weekly to ensure purchases are processing. Contact the
University P-card Administrator if transactions are not processing.
 Report any unidentified, or unauthorized charges to University P-card Administrator
immediately upon discovery.
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Wells Fargo Commercial Card
CCER Passwords
Access to CCER requires the use of an individual and unique password.

CCER users are required to change passwords EVERY 120 days.

Individual passwords may not be shared with others.
To avoid password reset issues: Set a Google calendar appointment to check your
statement at least once a month.
Contact the University P-card Administrator if you need your password reset.
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Wells Fargo Commercial Card
CCER LOG-IN
SCREEN VIEW
Use Microsoft Internet
Explorer as your
browser
(recommended by
Wells Fargo for
optimum performance
with CCER)
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Wells Fargo Commercial Card
After successful login,
the Wells Fargo
Commercial Electronic
Office (CEO) screen
appears.
Select “My Profile” tab to review or edit
your secret questions. *Wells Fargo uses
these question to authenticate your
identity for password reset or other
assistance.
Select the
Commercial Card
Expense Reporting
link available under the
My Services Menu
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Wells Fargo Commercial Card
This is the Commercial Card Expense Reporting (CCER)
home screen for cardholders and reconcilers.
Use the navigational menu on
the left to manage your
account
JANE BRONCO
•Select Review Open
Statements to allocate
expense for the statement
currently due.
•Select View Cycle to Date to
review current expense for the
new month-
IMPORTANT- Some cardholders
have more than 1 role in CCER
(I.E. Cardholder and Reconciler).
To switch to a different role click
on the link for the role displayed
in the menu bar above the
navigational menu-
BUSTER BRONCO
BUSTER BRONCO
•Select View Previous
Statements to review past
statements
•Select Reports to review
declined transactions or to
produce a transaction report
for budgeting or review
purposes
•Select User Information to
review your cardholder profile
(limits, remaining credit, etc)
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Wells Fargo Commercial Card
Review Open Statement Screen
Transactions ready for allocation are listed.
The Cardholder
Summary provides
a quick overview
of your open
statement.
Status Indicator:
Open -Statement is
ready for review by
cardholder.
Cardholder Reviewed
-Cardholder has
completed review
Approved
-CCER Approver has
completed approval of
statement for posting
BUSTER BRONCO
Start DateBeginning
date of bill
cycle
End DateStatement
Review
begins day
after billing
cycle end
date
Grace Period End
Date- This is
the last day
to complete
your
cardholder
review
Wells Fargo Commercial Card
Review Open Statement, continued
Options for
reviewing
transactions:
BUSTER BRONCO
Select All, or
Select
individual
transactions.
Then, select
the Reclassify
button to
allocate
expense.
BUSTER BRONCO
View All Transactions or select an option to filter the
view:
Split Transactions, Reclassified Transactions, NonReclassified Transactions, or Disputed Transactions.
When you’ve completed your review and allocation,
select the Statement Reviewed button to complete
your review. Once you press this button, you can no
longer make any changes to your statement.
Reclassifying (allocating) P-Card Expense
CCER automatically defaults each p-card transaction to a preselected Dept ID provided
by your department and an account code based on the merchant’s bank-assigned MCC
(Merchant Category Code). Some transactions can be difficult to categorize
automatically and default to a 999999 GL Account Code.
–
–
Cardholders (or reconcilers) review p-card transactions to ensure expense is allocated
correctly. (Some expense will need to be reclassified)
Expense can be Reclassified by the cardholder or approver as necessary during the allocation
process.
Term definitions
 Reclassify- The allocating of expense to correct department fund source identified by the Dept
ID; and assigning of a GL Account code that best defines the type of expense.
 Dept Id is the 10 digit code used to identify individual department funds.
 GL Account Code is the 6 digit code used to identify an expense category for the purchase (i.e.
office supply, lab supply, etc)
If the Dept ID or Account Code you need can’t be found in CCER, or your expense is not defaulting
to the correct Dept ID, please contact the University P-card Administrator.
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Wells Fargo Commercial Card
Reclassify Screen-
Update the Dept ID, account code and enter description information for each transaction .
Some transactions may require entry of project codes, chartfield codes, or travel authorization number
1)General Ledger code
(6 digit Account Code which
identifies the type of expense)
BUSTER BRONCO
2)Description field
(Enter the business purpose for
the expense)
3)Dept ID
(10 digit code identifying the
expense fund for the
transaction)
BUSTER BRONCO
4)Project Code
(Grant funds and Athletics
Dept ID’s require entry of a
project code)
1
2
5)Chartfield Code
(Use this field only if directed
by your department)
6)Travel Authorization
Number
(Required for
all employee business travel
or student field trips)
3
4
Fields 4, 5, 6 are not required with every transaction. Check with your department
for guidance. Or, contact
the University P-card Administrator.
5
6
Save your entry
Business Purpose
Cardholders must supply a valid business purpose for all p-card purchases.
For purchases of goods or services Be specific, relate your purchase to your specific business need.
 Your description should be understandable to auditors who may not be within your
particular business unit.
For an event Who- names & titles of attendees
 What- description of the event
 When- date & time
 Where- name of the venue
 Why- detailed description of the purpose of the event-Include agenda, invitation, or
any back up provided to participants.
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Wells Fargo Commercial Card
Split & Reclassify
Split a single transaction multiple times to divide the cost between different account codes or different Dept
Id’s (or both).
To Split and Reclassify
a Transaction:
1.Select the transaction
to be divided by placing
a check mark in the box
next to the line.
1
2.Click on the Split &
Reclassify tab.
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Wells Fargo Commercial Card
3.Check a Split Type
(Allocate your charges by
amount or percentage)
4.Enter the required
information for each split
line (account code, Dept Id,
Description)
Split & Reclassify, continued
3
5.To add another row, click
on the Add a Split link-
5
4
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Wells Fargo Commercial Card
Split & Reclassify, continued
6.
The total of each
split line must
add-up to the
transaction total
7.
Click Save when
you are done.
6
Check the
Remaining
Amount to
determine
amount to be
entered for the
split
7
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Wells Fargo Commercial Card
Completing your Statement Review-
3
To complete
your review:
BUSTER BRONCO
1.Check the receipt
attached box
(unless you don’t
have a receipt)
2. Select the
Statement
Reviewed button.
1
3.Print your
statement,
sign/date it, and
attach all receipts
and back-up
documentation.
2
Submit your completed p-card packet (signed statement, receipts, and other required documentation)
to your department approver on or before the cardholder review due date.
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You’ve completed your online Cardholder Review!
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Wells Fargo Commercial Card
CCER provides options for cardholder management of p-card expense:
Use the left navigational
menu to:
View Cycle-to-Date
Transactions Review and
edit transactions in the
current month
View Previous Statements
Review up to 13 months of
past statement data.
BUSTER BRONCO
Select Reports to view
declined transactions or to
run transaction reports on
purchases.
Select User Information to
view your cardholder profile
(limits, and other
information associated with
your account)
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Wells Fargo Commercial Card
View Declines Screen
Transactions may decline for several reasons: Merchant operates in a category blocked to
cardholders (we have over 80 blocked categories), transaction exceeds available credit or limit,
invalid expiration date or CSV entered are the most common.
To be sure your
transactions are
posting:
Select ‘Reports’ and
then View Declines
link.
BUSTER BRONCO
The list will provide
date, merchant info,
amount, and reason for
the decline.
Contact the University
P-card Administrator
for assistance with
declined transactions.
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Wells Fargo Commercial Card
Select ‘Reports’ to
run a Transaction
reports on purchases.
Date Type:
BUSTER BRONCO
Select Posting Date
Date Range
Use the billing period
dates noted on the CCER
Due Date Calendar.
Select Submit.
You will receive an
email when the report
is ready.
Download to Excel
spreadsheet format.
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Wells Fargo Commercial Card
BUSTER BRONCO
Wells Fargo will ask for
your Unique ID
number if you call for
assistance.
Be sure to keep this
number in a secure
location (do not keep
it on or with your
card)
BUSTER
K
BRONCO
[email protected]
Email for CCER
notifications.
Correct your
email if necessary
xxxxxx2011
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Wells Fargo Commercial Card
User Information, continued
Review Limits
assigned to your
account
Select the
Available Credit
link to review
your available
funds.
If you change
your email
address, be sure
to hit the Save
button
P-card account limits
don’t reset until
approx. the 5th of the
month.
Check your available
credit to assure you
have available funds
(especially at month
end and during 1st
week of the month.
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Department Review
Final Authorization of P-card expense

Approver submits cardholder statements to Authorizer after CCER approval has
been completed.

Authorizer (Department Head, Director, Dean or Business Manager) must review
and authorize via signature each month.

Any unresolved non-compliance should be discussed with cardholder and, in some
cases reported to University P-card Administrator.
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Record Keeping
Departments are required to maintain p-card documentation a minimum of
5 years:
 Cardholders may not retain original receipts.
 Departments should maintain the past two years of documentation onsite.
 The rest may be sent to University archives as long as it’s easily
retrievable by month/year.
Departments may be asked to provide p-card documentation during an
audit (either internal or external). This includes:
 Cardholder Statement (including business purpose) with original
detailed receipts and cardholder signature.
 Back up documentation supporting the business purpose.
 Signature form (designating expense was authorized by Manager)
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P-card Security
Lost or Stolen P-card: Cardholders should immediately report lost,
misplaced, or stolen cards directly to:
Wells Fargo P-card Account Services
1/800-932-0036
Safety online – Wells Fargo does not request or send sensitive
information – such as account numbers or passwords – in an
unsecured email, or by directing you to an unsecured website. You can
forward suspect emails to [email protected]
Questions, concerns?
University P-card Administrator: Anna Pollworth Ext 6-1795
Purchasing Compliance Specialist: Greg Kunde Ext 6-2964
Check the online P-card site for forms, references and information
http://www.boisestate.edu/finad/pcard/
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